User Experience

Knowledge Collection Queries

This section covers the user experience for a licensed Custom AI Companion user with access to Knowledge Collections configured by the admin.

If your account is using a third-party indexing service, users must have an account within the third-party index and be authorized to connect it for use

To use Custom AI Companion’s third-party indexing services functionality, users must first have an active account with the third-party index provider. They must also have the necessary permissions to authorize that account for integration with their Zoom account, enabling secure access to indexed content during AI interactions.

AI Companion queries will automatically attempt to match against the configured Knowledge Collections, and may also include information from third-party resources

When a user submits a query through Zoom AI Companion, the service performs a dual-pathway information retrieval process:

1. Querying accessible documents within the Knowledge Collection for relevant content matches.

2. Leveraging third-party AI models and services.

When Knowledge Collection matches are identified, the system extracts only the specific relevant text portions from the matched documents and ingests these targeted text segments into the model processing pipeline. The model then analyzes, synthesizes, and reformulates these selected document excerpts alongside its base knowledge to generate a comprehensive response that incorporates the pertinent textual information from your organizational documents.

For example, if a user asks AI Companion "How long of a break am I entitled to?", the system will attempt to match this query against any relevant human resource documents uploaded to the account or connected through the third-party index. When a match is identified, the system extracts only the specific relevant text portions from the matched HR documents—such as the particular policy section addressing break entitlements—and ingests these targeted text segments into the model processing pipeline. The model then processes these selected document excerpts in conjunction with model capabilities to analyze and synthesize the information. When responding, AI Companion is designed to provide the most relevant response to the user's query, incorporating the pertinent information from your organizational documents.

Users can also instruct AI Companion to exclusively search an account’s uploaded documents or integrated index

To obtain AI Companion responses based on specific account resources instead of general model responses in a query, users can instruct AI Companion to look for answers within an account’s knowledge collection by clicking the + button and specifying the knowledge collection they intend to search.

Alternatively, users can also instruct AI Companion to look for answers within an account’s index collection by clicking the + button and specifying their index.

Custom Avatar Clips

This section covers the user experience for generating a Custom Avatar and Avatar Clips.

Users can generate a clip by picking a default avatar or creating their own, and customize the background for a relevant context

The Custom Avatar Clips feature lets users generate video clips using a selection of over 15 default avatars and seven virtual backgrounds. These avatars and backgrounds can be easily combined to match the scene or style a user prefers. For a more personalized experience, users can also create a custom avatar in their own likeness and apply any available background.

To create a custom avatar in a user’s likeness, the user must record a short clip of themselves reading a script

To create a custom avatar in a user’s own likeness, they must record a clip of them reading a short script. This clip is used to capture the user’s voice and appearance that will be used in future clips that feature the user’s likeness.

After visual choices are made, users finalize the clip by submitting a transcript

After a user selects their preferred avatar and background, users can input their transcript and click the Create Clip button to generate their video. After several minutes, varying by the length of the transcript, their clip will be available.

Custom clips can also be translated into up to two additional languages when being submitted

Prior to submitting a clip, users can also select two additional languages to translate the clip into. This will result in three separate clips being created.

Multiple translations will consume additional time per-language

When users generate clips in multiple languages at once, each clip will consume additional time per requested language. This may fluctuate between languages, as some languages may take longer or shorter to process through the content.

For example, if a user creates an approximately two-minute clip in three languages, they will consume approximately six minutes of content.

Custom Dictionary

This section covers the user experience for using the Custom Dictionary feature.

All users on an account with Custom Dictionary will receive its benefits when hosting meetings

Custom Dictionary, once configured by an account admin, automatically applies to all users when hosting meetings on the account, regardless of individual license types. AI Companion will automatically reference the Custom Dictionary as part of the transcript generation process for any hosted meeting, helping ensure consistent terminology recognition and transcription accuracy across the organization without requiring users to perform any specific actions or configuration steps.

Custom Dictionary will not apply to meetings hosted by external users

If a user joins a meeting hosted by an external account (i.e., outside the company account), their organization's Custom Dictionary will not apply to the meeting transcript.

Custom Meeting Templates

This section covers the user experience for using the Custom Meeting Templates feature.

Before using Custom Meeting Summary Templates, meetings must have AI Companion’s summary feature enabled

To use a Custom Meeting Summary Template, AI Companion’s Meeting Summary feature must be enabled during the meeting—either by pre-configuring it in advance or by turning it on after the meeting begins.

Refer to Zoom’s support center for more information on enabling AI Companion’s Meeting Summary feature.

After the meeting summary completes, users can apply their custom meeting summary template

After a meeting with AI Companion’s Meeting Summary concludes, licensed Custom AI Companion users can apply their custom meeting summary template by locating the summarized meeting from the Zoom web portal’s Meeting Summaries section, or through the meeting’s “meeting card” screen within the Zoom Workplace app.

Once located, users can select their preferred meeting template from the drop-down menu.

Third-Party Meetings with AI Companion

This section covers the user experience for using AI Companion with third-party meetings.

AI Companion uses the Zoom calendar integration to identify third-party meetings from a user’s calendar

Zoom AI Companion identifies third-party meetings by scanning a user’s calendar through Zoom’s calendar integration service. By analyzing scheduled events, AI Companion can recognize when a meeting is hosted on a third-party platform, such as Microsoft Teams or Google Meet, and proactively prepare to join and assist, provided the feature allow AI Companion assistant to join third-party meeting is enabled.

Users can set AI Companion to automatically join third-party meetings, or enable it on a per-meeting basis

Users have the flexibility to control how AI Companion joins third-party meetings, either by setting it to automatically join all eligible external meetings identified through their integrated calendar or by choosing to enable it manually for individual meetings when needed.

Users can manually invite AI Companion to third-party meetings by opening the calendar event within the Zoom Workspace client, clicking the AI Companion dropdown, and enabling Invite AI Companion.

AI Companion will only join a meeting at the scheduled started time

Zoom AI Companion will only join a third-party meeting at its scheduled start time according to the user’s calendar. For instance, if a meeting is postponed or moved up by 30 minutes and this change is not reflected within the calendar event, AI Companion may not be in attendance at the start of the meeting unless the calendar event is updated to reflect the new start time.

If no one joins the meeting, AI Companion will automatically disconnect after 20 minutes of no transcription

In the event participants don’t join a scheduled third-party meeting, AI Companion will still join the scheduled meeting as-intended. However, if no audio data is transmitted for 20 minutes, AI Companion will automatically disconnect from the meeting.

Users can configure AI Companion to notify the upcoming meeting host and/or participants of its scheduled presence

Users can configure AI Companion in the Zoom web portal to automatically notify the meeting host and participants when it’s scheduled to join an upcoming meeting. This helps provide additional transparency by letting everyone know ahead of time that AI Companion will be present, offering support like note-taking or summarization during the session. Alternatively, users can leave the setting off and it will automatically join the meeting at the designated start time.

If a third-party meeting host or attendee does not want AI Companion present, it must be manually removed

In the event a meeting host or attendee does not want AI Companion present within a third-party meeting, the meeting host or a similarly-authorized user may manually remove it from the meeting using the third-party platform's meeting participant management tools. Alternatively, the user that invited AI Companion to the meeting via the Zoom Workplace calendar interface can untoggle the same option to remove it from the meeting.

Third-Party Skills

This section covers the user experience for using AI Companion with third-party applications.

Account admins must authorize a third-party app before users can integrate their account

Before users can utilize any third-party application or connector skills, an account administrator must authorize the application for use on the account level.

After account admin approval, users must individually authorize third-party skills to use the feature

Once a third-party skill application is approved for use within an account, each user must individually authorize the third-party application for use with their Zoom account. After authorizing, users may begin using third-party skills through the AI Companion side panel.

Once the app is authorized by the user, users may begin using the third-party service

After a user successfully integrates their Zoom account with a third-party skill application, they may begin using the service through the AI Companion side panel by using the in-menu options, or through casual conversation.